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Job Description
JOB PURPOSE
To assist in the responsibility of managing events that are held or participated in by the LCGPA, including processing, evaluation and monitoring of logistics requirements through coordination with suppliers, external and internal stakeholders
KEY ACCOUNTABILITIES
DESCRIPTION
Events planning
§ Assist in searching for potential events that are suitable to participate in (including Conferences, exhibitions, Workshops, Seminars).
§ Assist in scheduling the planned events in the department’s Calendar and maintain updates.
§ Assist in communicating with the suppliers, external and internal stakeholders in regards to LCGPA events via all available channels (formal letters, Emails, Phone calls… etc.) in order to acquire all the necessary information and deliver all the required documents.
§ Assist in evaluating potential events by acquiring all the required information about the event thru event evaluation form, and acquire the required approvals.
Assist in coordinating LCGPA events including all necessary procedures and steps such as invitations, guest lists, follow-ups, and confirmations for participants in a professional manner.
Logistics Management
§ assist in handling LCGPA internal and external events and including venue Booking, catering, layout, planning scheduling, security arrangements, hotel booking, transport, technical provision, in accordance with LCGPA guidelines.
§ Assist in the planning, coordination and execution of logistics and administrative support for LCGPA events (e.g. Annual Conference, Board of Directors & CEO meetings with external guests, seminars, workshops, presentations, Exhibitions, receptions, MoU ceremonies) including contacting speakers, assist in hotel accommodations booking, travel arrangements and maintaining invitations/ guest lists and participation confirmations.
§ assist in drafting event agreements and handle contract relationship with service providers including (support cost estimations, negotiate and handle contracts, follow up on expense claims and review performance against contract terms and budget
§ assist in Providing administrative support to the Events Team; recommend procedures and solutions, track progress, review invoices, and monitor the budget and follow-up with suppliers to ensure effective execution of events.
Policies, Systems, Processes, Procedures, Standards and Reports
§ Follow all relevant functional policies, processes, standard operating procedures and instructions to ensure that work is carried out in a controlled and consistent manner.
§ Assist in the preparation of timely and accurate reports and functional deliverables to meet the functional requirements in order to achieve the desired efficiency and performance excellence.
Related Tasks
§ Perform any other related tasks and duties as directed.
Technical Competencies
TECHNICAL COMPETENCIES
§ Relations Management - Basic
§ Language Proficiency - Basic
§ IT skills - Basic
§ Event Management - Basic
Education
Business Administration, Marketing or any related major